Proposed Wording Changes in District 16 Rules of Procedure

REMIT 1 Moved that the following wording changes be made to District 16 Rules of Procedure 10, 11, 22 and 30 to remove gender specific references where appropriate: 10. CHARTER DINNERS AND WORKSHOPS Present wording 1. When an official visit is made to a Club by a member of the District Board, the Club shall provide the cost of the meal and, if necessary, overnight accommodation. If a District Officer elects motel/hotel accommodation rather than private accommodation, then she pays for this herself. Proposed wording 1. When an official visit is made to a Club by a member of the District Board, the Club shall provide the cost of the meal and, if necessary, overnight accommodation. If a District Officer elects motel/hotel accommodation rather than private accommodation, then the District Officer will meet this cost. CONTINUED OVER PAGE

REMIT 1 CONTINUED 11. OFFICIAL VISITS BY DISTRICT BOARD MEMBERS Present wording The District Governor, or her representative, shall officiate at Charter Presentation Dinners, the expenses of which are the responsibility of the District. Proposed wording The District Governor, or her representative, shall officiate at Charter Presentation Dinners, the expenses of which are the responsibility of the District. The District Governor and the Lieutenant Governor will attend Area Forums. Their registration fee will be the responsibility of the Area Forum. The District Governor and the Lieutenant Governor will attend Area Forums. Their registration fee will be the responsibility of the Area Forum. 22. DISTRICT PINS Present wording First sentence of Rule of Procedure 22: The District Governor shall be given a District Governor s pin in gold to wear during her term. Proposed wording First sentence of Rule of Procedure 22: The District Governor shall be given a District Governor s pin in gold to wear during the term of office. CONTINUED OVER PAGE

REMIT 1 CONTINUED 30. APPOINTMENT OF CLUB PROXY TO CONVENTION OR CONFERENCE Present wording Any Club appointing a proxy for Convention or Conference shall pay directly to the proxy a minimum of half the basic registration fee to assist with the expenses incurred in attendance at Convention or Conference. This payment shall be a matter between the proxy and the club appointing her, and shall in no way affect the payment given to her by any other club. In return the proxy shall give an undertaking to participate in all business sessions, to provide a written report on return from Convention or Conference and to attend the Club in person if at all possible. The Club shall give their proxy guidelines on how they would wish their vote to be exercised at Convention or Conference. The proxy will be held by one delegate. Proposed wording Any Club appointing a proxy for Convention or Conference shall pay directly to the proxy a minimum of half the basic registration fee to assist with the expenses incurred in attendance at Convention or Conference. This payment shall be a matter between the proxy and the club appointing the proxy, and shall in no way affect the payment given to the proxy by any other club. In return the proxy shall give an undertaking to participate in all business sessions, to provide a written report on return from Convention or Conference and to attend the Club in person if at all possible. The Club shall give their proxy guidelines on how they would wish their vote to be exercised at Convention or Conference. The proxy will be held by one delegate. Rationale: Membership of Zonta International is open to both women and men. Wording of the District 16 Rules of Procedure has been revised to remove gender references where appropriate. Proposed by: District 16 Board

REMIT 2 Moved that paragraph 1 District Dues be changed to read as follows: 1. DISTRICT DUES Present wording Proposed wording District per capita dues shall be paid in New Zealand dollars to the District Treasurer, who shall lodge the said dues in the District Accounts. The District dues shall be determined by two-thirds (2/3) vote of the voting members at Conference. District per capita dues shall be paid in New Zealand dollars to the District Treasurer, who shall lodge the said dues in the District Accounts. The District dues shall be determined by two-thirds (2/3) vote of the voting members present and voting at Conference. Rationale: Wording added to align with revised Bylaws and Rules of Procedure of Zonta International (Article XIII, SECTION 5 (a)). Proposed by: District 16 Board

REMIT 3 Moved that paragraph 6 Reimbursement be changed to read as follows: 6. REIMBURSEMENT Present wording All reimbursement of District monies shall only be made on the presentation of receipts. All such expenses will be within the approved District budget. Expense vouchers shall be submitted to the Governor for approval before any re-imbursement by the District Treasurer. Expense vouchers should be submitted as soon as possible after the expenses are incurred but not later than 60 days. Proposed wording All reimbursement of District monies shall only be made on the presentation of receipts. All such expenses will be within the approved District budget. Expense vouchers shall be submitted to the Governor for approval before any re-imbursement by the District Treasurer. Expense vouchers for the Governor shall be submitted to the Lieutenant Governor for approval before any re-imbursement by the District Treasurer. Expense vouchers should be submitted as soon as possible after the expenses are incurred but not later than 60 days. Rationale: Sentence re District Governor s expense claims added to clarify and reflect current practice. The Zonta International Zonta District Manual (January 2015) , Section 2 Governor, District finances: states that (some districts may wish to assign the lieutenant governor responsibility for approving the governor s expenditures). Proposed by: District 16 Board

REMIT 4 Moved that paragraph 16 Parliamentary Authority be changed to read as follows: 16. PARLIAMENTARY AUTHORITY Present wording District business will be conducted in accordance with the current edition of Guide for Meetings & Organisations N.E. Renton Proposed wording District business will be conducted in accordance with the current edition of Robert s Rules of Order Newly Revised. The rules contained in the parliamentary authority shall govern the District in cases in which they are not inconsistent with the Bylaws and Rules of Procedure of Zonta International and these District Rules of Procedure. Rationale: The additional sentence reflects the wording of Article XIII, SECTION 16 District Parliamentary Authority in the revised Bylaws and Rules of Procedure of Zonta International. Robert s Rules of Order Newly Revised is the recognised Zonta International Parliamentary Authority (Article XVIII) and its rules are referred to in the updated Zonta manuals. Changing the parliamentary authority will bring District 16 into line with the majority of Zonta Districts worldwide. Proposed by: District 16 Board

REMIT 5 Moved that paragraph 17 District Rules of Procedure be changed to read as follows: 17. DISTRICT RULES OF PROCEDURE Present wording The Rules of Procedure for District shall be reviewed by the District Board prior to the District Conference and presented to the District Conference for approval. Proposed wording The Rules of Procedure for District shall be reviewed by the District Board prior to the District Conference and shall be adopted or amended by a two-thirds (2/3) vote of the District Conference present and voting members. Notice of such proposed Rules of Procedure or amendments shall be sent to the President of each Club within the District at least sixty (60) days before the Conference. Rules of Procedure may also be adopted or amended by a mail ballot. Rationale: The proposed wording changes and additions will align with the revised Bylaws and Rules of Procedure of Zonta International (Article XIII, SECTION 15). The Zonta District Manual (January 2015 edition) recommends the Rules of Procedure should specify the procedure required to adopt or amend them. Proposed by: District 16 Board

REMIT 6 Moved that paragraph 19 Vote For Board be changed to read as follows: 19. VOTE FOR BOARD Present wording Proposed wording A majority vote of the elected members of the District Board shall be required for action, except as stated in Rule 25. A majority vote shall be required for action, unless a greater vote is otherwise required. Rationale: Wording changed to align with revised Bylaws and Rules of Procedure of Zonta International (Article XIII, SECTION 10 (d)). Proposed by: District 16 Board

REMIT 7 Moved that paragraph 20 District Records be changed to read as follows: 20. DISTRICT RECORDS Present wording The District Governor shall maintain a correspondence file and the District Treasurer shall maintain complete financial records to be transferred to the incoming Governor and Treasurer respectively. The outgoing District Treasurer will transfer copies of transactions to the incoming District Treasurer within 45 days of Convention, and will arrange audit or review of the accounts as soon as possible. The District Secretary shall maintain an inventory of District property and prepare any material appropriate for the District archives and will transfer these to the incoming District Secretary. Area Directors and District Chairman shall maintain files to be transferred to their successors. Proposed wording The District Governor shall maintain a correspondence file and the District Treasurer shall maintain complete financial records to be transferred to the incoming Governor and Treasurer respectively. The outgoing District Treasurer will transfer copies of transactions to the incoming District Treasurer no later than forty-five (45) days after the term of office ends, and will arrange audit or review of the accounts as soon as possible. The District Secretary shall maintain an inventory of District property and prepare any material appropriate for the District archives and will transfer these to the incoming District Secretary. Area Directors and District Chairman shall maintain files to be transferred to their successors. With the exception of the Treasurer s records, all District records must be turned over to successors no later than thirty (30) days after the term of office ends. Rationale: First wording change to align with revised Bylaws and Rules of Procedure of Zonta International (Article XIII, SECTION 7 (d)) re Duties of Officers - Treasurer. Last sentence added to reflect wording in the Zonta District Manual (January 2015 edition) regarding recommended timelines relating to transfer of District records. Proposed by: District 16 Board

REMIT 8 Moved that paragraph 24 Conference Delegates be changed to read as follows: 24. CONFERENCE DELEGATES Present wording The voting members of the District Conference shall be the elected district officers and the delegates of each club. To exercise a vote, the club must be in good standing. Each club shall be entitled to one (1) delegate and one (1) alternate. If, at 1 June in the year of the District Conference, the membership of any club exceeds forty (40) members, the club shall be entitled to a second delegate and alternate. If, at 1 June in the year of the District Conference, the membership exceeds eighty (80) members, the club shall be entitled to a third delegate and alternate. Delegates and alternates shall be elected by the club they represent. A delegate may carry more than one of the total votes to which the club is entitled. A member of the District Board shall not be a club delegate or alternate. Clubs must confirm their standing when the club nominates its delegate/s and proxy/s. Proposed wording The voting members of the District Conference shall be the governor, lieutenant governor, area directors, treasurer, and the delegates of each club in good standing. Clubs. Each club shall be entitled to one (1) delegate and one (1) alternate. If, as of the date specified by the district for the payment of district dues, the membership of any club exceeds thirty (30) members, the club shall be entitled to a second delegate and alternate. If the membership exceeds sixty (60) members, the club shall be entitled to a third delegate and alternate. Delegates and alternates shall be elected by the club they represent. A delegate may carry more than one of the total votes to which the club is entitled. A member of the District Board shall not be a club delegate or alternate. Clubs must confirm their standing when the club nominates its delegate/s and proxy/s. CONTINUED OVER PAGE

REMIT 8 CONTINUED Present wording Proposed wording Proxies. A club may be represented by proxy at a district conference. A club represented by proxy shall be entitled to its total vote by proxy. No club may be represented by proxy at more than two (2) consecutive conferences. A club may carry the proxy votes from no more than two other clubs. Rationale: Wording changed to align with revised Bylaws and Rules of Procedure of Zonta International (Article XIII, SECTION 11 (a) (4)). Proposed by: District 16 Board

REMIT 9 Moved that paragraph 29 Sales At District Conference be changed to read as follows: 29. SALES AT DISTRICT CONFERENCE Present wording Proceeds from the silent auction from the District Conference shall be given to an International Service Project chosen by the District Board and ratified by the Conference. Proposed wording Proceeds from the silent auction from the District Conference shall be given to the Zonta International Service Fund. Rationale: Proceeds from the silent auction at District Conference are traditionally directed to international service. The wording change reflects the fact that funds donated in a current biennium are used to fund international service projects in the following biennium. The projects for the following biennium are not ratified until the Zonta International Convention, which occurs after District Conference. Therefore a specific international service project cannot be chosen. By directing proceeds generally, the Zonta International Foundation will be able to direct the money to an international service project requiring funding. (Note: Proceeds from the sales tables at District Conference are retained by the relevant Clubs). Proposed by: District 16 Board

REMIT 10 Moved that paragraph 32 District Governor s Newsletter be changed to read as follows: 32. DISTRICT GOVERNOR S NEWSLETTER Present wording The District Governor s newsletter shall be sent to Past District Governors, each member of the District Board, and to members of the District via the President who shall ensure distribution. Proposed wording The District Governor s newsletter shall be sent to Past District Governors, each member of the District Board, and to members of the District via Club Presidents who shall ensure distribution. Rationale: Clarification of the term President in the wording of this Rule of Procedure. Proposed by: District 16 Board

REMIT 11 Moved that paragraph 33 Appointment Of Area Directors And Vice Area Directors be changed to read as follows: 33. APPOINTMENT OF AREA DIRECTORS AND VICE AREA DIRECTOS Present wording Area Directors will be elected at the District Conference and Vice Area Directors may be appointed by the District Board in consultation with the Clubs in the Area concerned. Proposed wording Area Directors will be elected at the District Conference. At District option, a Vice Area Director may be elected to assist an Area Director in the performance of Area duties by the delegates from Clubs in that Area, either at the District Conference, or, at the Area Meeting immediately preceding the Convention. Rationale: In line with the Bylaws and Rules of Procedure of Zonta International (Article XIII, SECTIONS 6 (b) and 8), Vice Area Directors (should the position be required) are elected, rather than appointed. Having the option to elect Vice Area Directors at Area Meetings, following District Conference prior to Convention, allows flexibility should the position/s not be filled at Conference, or the need for a Vice Area Director position emerges after Conference. Proposed by: District 16 Board

REMIT 12 Moved that paragraph 34 Club Visits By Area Directors be changed to read as follows: 34. CLUB VISITS BY AREA DIRECTORS Present wording The Area Directors are required to make an official visit to every Club in their Area at least twice in the Biennium and hold one Area Forum each year. Any additional visits by the Area Director to any Club will be at her discretion and expense. However, should extraordinary circumstances necessitate subsequent visits of an official nature, the Area Director should liaise with the District Governor and District Treasurer for authorisation to claim expenses. Proposed wording The Area Directors are required to make an official visit to every Club in their Area at least twice in the Biennium and hold one Area Meeting each year. Any additional visits by the Area Director to any Club will be at their discretion and expense. However, should extraordinary circumstances necessitate subsequent visits of an official nature, the Area Director should liaise with the District Governor and District Treasurer for authorisation to claim expenses. Rationale: First wording change to use correct Zonta International terminology (Area Meeting rather than Area Forum Article XIII, SECTION 7 (c)). Second wording change to remove gender specific reference. Proposed by: District 16 Board

REMIT 13 Moved that paragraph 36 Election of Area Directors be changed to read as follows: 36. ELECTION OF AREA DIRECTORS AND VICE AREA DIRECTORS Present wording Proposed wording If a deadlock arises in the voting for an Area Director after two ballots, the relevant delegates shall be given the opportunity for further consultation and discussion with the candidates prior to the third ballot. If there is still a deadlock the District Governor and Governor Elect shall consult together and make a casting vote. If a deadlock arises in the voting for an Area Director and/or Vice Area Director after two ballots, the relevant delegates shall be given the opportunity for further consultation and discussion with the candidates prior to the third ballot. If there is still a deadlock the District Governor and Governor-Elect shall consult together and make a casting vote. Rationale: Wording changed to acknowledge that Vice Area Director is now an elected position as per Bylaws and Rules of Procedure of Zonta International (Article XIII, SECTION 6 (b)). Hyphen inserted in spelling of Governor-Elect in final sentence. Proposed by: District 16 Board

REMIT 14 Moved that paragraph 38 To Encourage Sponsoring And Mentoring Clubs be changed to read as follows: 38. TO ENCOURAGE SPONSORING AND MENTORING CLUBS Present wording Proposed wording 2nd paragraph of Rule of Procedure 38 re Sponsoring, Organising, and Mentoring Committees: The Committee will produce and submit to the District Governor for approval a plan including a budget for any expenditure additional to the initial $300. On presentation of itemised accounts and receipts, the District Treasurer will reimburse expenditure in accordance with the approved budget and also reasonable expenses of the Membership, Organisation & Extension District Chair. Any reimbursement beyond the approved budget will only be made for expenditure that has received prior approval from the District Governor, and in the case of a new Club is only payable if a new Club is formed. 2nd paragraph of Rule of Procedure 38 re Sponsoring, Organising, and Mentoring Committees: The Committee will produce and submit to the District Governor for approval a plan including a budget for any expenditure additional to the initial $300. On presentation of itemised accounts and receipts, the District Treasurer will reimburse expenditure in accordance with the approved budget and also reasonable expenses of the Membership Committee District Chair. Any reimbursement beyond the approved budget will only be made for expenditure that has received prior approval from the District Governor, and in the case of a new Club is only payable if a new Club is formed. Rationale: Wording changed to update name of District Membership Committee. Proposed by: District 16 Board

REMIT 15 Moved that paragraph 44 District Project be changed to read as follows: 44. DISTRICT PROJECT Present wording Proposed wording 1st paragraph of Rule of Procedure 44: District 16 shall adopt a District Project each biennium. A District Project will be recommended by the District Board and formally adopted by the membership by majority vote at District Conference, or by a postal ballot conducted in accordance with By-Law Article XIII Section 10(f) of the Zonta International By- Laws. 1st paragraph of Rule of Procedure 44: District 16 shall adopt a District Project each biennium. District Board will select two proposals from those submitted and these will be voted on by the membership at District Conference, or by a mail ballot conducted in accordance with Rules of Procedure of Zonta International 4b Mail Ballot. Rationale: Wording changed to reflect the current selection and voting options for District Projects. Postal ballot changed to mail ballot and the correct reference in the current Bylaws and Rules of Procedure of Zonta International inserted. Proposed by: District 16 Board

REMIT 16 MOTION TO SUPPORT A JOINT DISTRICT CONFERENCE FOR NEW ZEALAND AND AUSTRALIAN CLUBS IN 2019 TO RECOGNISE 100 YEARS OF ZONTA Moved that the Zonta Clubs of District 16 support an Inter-District Conference of Zonta Districts 16, 22, 23 and 24, to be held in 2019, in celebration of the centenary of Zonta International. The said Conference will provide for the holding of separate District Conference business sessions to allow for the conduct of individual District business as per the Bylaws and Rules of Procedure of Zonta International. This motion is contingent upon acceptance of similar motions by the Clubs of Zonta International Districts 22, 23 and 24 and approval of the Zonta International Board presiding at the relevant time. Should these contingencies not occur, this motion will automatically lapse. CONTINUED OVER PAGE

REMIT 16 CONTINUED Rationale: Following an approach from District 22 re a 2019 Inter-District Conference, District 16 Board has put forward this motion to assess support for the proposal. This event would bring together clubs in New Zealand and Australia the old District 16 to which we all belonged until the 1990 Zonta International Convention in Dallas, Texas, when District 16 was divided into three Districts: D16 (New Zealand); D23 (Victoria, SA, WA, Tas, NT); and D24 (NSW, QLD, ACT). In 2008 at the Rotterdam Convention, D22 was created (subdividing D24), comprising clubs in Queensland plus one from Northern NSW. District 22 plans to propose hosting the Inter-District Conference in Brisbane, Australia, as it is a logical gateway city for flights from New Zealand and all parts of Australia. District 22 was narrowly defeated in 2014 in its bid to host the 2018 International Convention, and has done the homework which indicates it has the facilities and the capacity to stage such an event. A Zonta gathering of this size will afford New Zealand members the opportunity to participate in an International Convention style Zonta event. The District 16 Board has considered the cost implications of holding a District Conference off-shore and acknowledges that there may be budget implications for the District, which we would work to pre-empt over the coming biennia. Proposed by: District 16 Board

REMIT 17 Moved that the following remit be submitted to the Zonta International Bylaws and Resolutions Committee for consideration at the Nice convention in 2016. That Bylaw Article XI Zonta International Nominating Committee, SECTION 5 Duties, be amended as follows Note: Amendment underlined SEE MOTION CONTENT OVER PAGE Rationale: charged with providing a slate of qualified candidates for the following biennium for the positions of officers and directors of the Zonta International and Zonta International Foundation Board and members of the Zonta International Nominating Committee. The Zonta International Nominating Committee is an elected committee The Zonta International Nominating Committee must discharge its duty in an impartial manner, be autonomous and independent from all those that may seek nomination. Proposed by: Zonta Club of Wellington

REMIT 17 CONTINUED Present wording SECTION 5. Duties. The Zonta International Nominating Committee shall: Proposed wording SECTION 5. Duties. The Zonta International Nominating Committee is an autonomous committee, and is empowered to make all decisions regarding the nomination process and candidates. (a) Provide the official slate and qualifications for publication at least ninety (90) days before convention, including, when possible, nominations as follows: The Zonta International Nominating Committee shall: (1) For each Zonta International officer position to be filled, two (2) or more candidates. For Zonta International director positions, at least fourteen (14) candidates for election of seven (7) directors. For the Zonta International Nominating Committee, at least: Two (2) candidates from the clubs in North, Central and South America; Two (2) candidates from the clubs in Europe; Two (2) candidates from the clubs in Africa; Two (2) candidates from the clubs in Australia and New Zealand; Two (2) candidates from the clubs in Asia; and Eight (8) candidates at large. (a) Provide the official slate and qualifications for publication at least ninety (90) days before convention, including, when possible, nominations as follows: (2) (3) (1) For each Zonta International officer position to be filled, two (2) or more candidates. For Zonta International director positions, at least fourteen (14) candidates for election of seven (7) directors. For the Zonta International Nominating Committee, at least: Two (2) candidates from the clubs in North, Central and South America; Two (2) candidates from the clubs in Europe; Two (2) candidates from the clubs in Africa; Two (2) candidates from the clubs in Australia and New Zealand; Two (2) candidates from the clubs in Asia; and Eight (8) candidates at large. (2) (3) (b) Report at the convention. Additional nominations may be made from the floor, provided the nominee is qualified and has consented to serve if elected. (b) Report at the convention. Additional nominations may be made from the floor, provided the nominee is qualified and has consented to serve if elected.

REMIT 18 Moved that the following remit be submitted to the Zonta International Bylaws and Resolutions Committee for consideration at the Nice convention in 2016. That Bylaw Article XIII Districts, SECTION 13 Nominating Committee, (d) Duties, be amended as follows Note: Amendment underlined SEE MOTION CONTENT OVER PAGE Rationale: providing a slate of qualified candidates for the following biennium for the positions of officers of District Board and the members of the District Nominating Committee. The District Nominating Committee is an elected committee charged with The District Nominating Committee must discharge its duty in an impartial manner, be autonomous and independent from all those that may seek nomination. Proposed by: Zonta Club of Wellington

REMIT 18 CONTINUED Present wording SECTION 13. (d) Duties. It shall be the duty of the Nominating Committee to: Proposed wording SECTION 13. (d) Duties. The District Nominating Committee is an autonomous committee, and is empowered to make all decisions regarding the nomination process and candidates. It shall be the duty of the Nominating Committee to: District District (1) Provide the official slate and qualifications of each candidate for publication at least sixty (60) days before the District Conference. (1) Provide the official slate and qualifications of each candidate for publication at least sixty (60) days before the District Conference. (2) Nominate one (1) or more qualified candidates for each office to be filled at the next election of district officers. (2) Nominate one (1) or more qualified candidates for each office to be filled at the next election of district officers. (3) Nominate at least five (5) candidates for the district Nominating Committee. (3) Nominate at least five (5) candidates for the district Nominating Committee. (4) Report at the conference. Additional nominations may be made from the floor provided the nominee is qualified. (4) Report at the conference. Additional nominations may be made from the floor provided the nominee is qualified. No member shall be proposed without that member s consent to serve if elected. No member shall be proposed without that member s consent to serve if elected. Zonta International Work with the Zonta International Nominating Committee to recruit qualified Zontians for Zonta International officers, directors, and Nominating Committee. Zonta International Work with the Zonta International Nominating Committee to recruit qualified Zontians for Zonta International officers, directors, and Nominating Committee.

REMIT 19 Moved that the following remit be submitted to the Zonta International Bylaws and Resolutions Committee for consideration at the Nice convention in 2016. That Bylaw Article XIV Clubs, SECTION 8 Nominating Committee, (d) Duties, be amended as follows Note: Amendment underlined Present wording SECTION 8. (d) Duties. (d) Duties. It shall be the duty of the Nominating Committee to nominate one (1) or more members for each office or directorship to be filled at the annual election, and at club option, to nominate at least three (3) members for the next term s Nominating Committee. Proposed wording SECTION 8. (d) Duties. (d) Duties. The Nominating Committee is an autonomous committee, and is empowered to make all decisions regarding the nomination process and candidates. It shall be the duty of the Nominating Committee to nominate one (1) or more members for each office or directorship to be filled at the annual election, and at club option, to nominate at least three (3) members for the next term s Nominating Committee. Rationale: The Club Nominating Committee is an elected committee charged with providing a slate of qualified candidates for the roles of officers and directors of the Club Board and members of the Club Nominating Committee. The Club Nominating Committee must discharge its duty in an impartial manner, be autonomous and independent from all those that may seek nomination. Proposed by: Zonta Club of Wellington